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Managing Lessons

By Trio Team · Updated

Screenshot of Managing Lessons

Schedule, move, cancel and restore private lessons from the Calendar. For a lesson that repeats, see Recurring lessons.

Scheduling a lesson

Click Schedule Lesson in the calendar header, or click an empty time slot to fill in its date and time. The Schedule Lesson form asks for:

  • Student - owners and admins see every student; a teacher sees the students they are the primary teacher for
  • Teacher - every active teacher who teaches the student's instrument, or every active teacher when none does
  • Date and Start Time
  • Duration
  • Location and Room - optional; a room turns on the room check
  • Billing - shows when the student has a billing plan. With a plan chosen, the plan sets the duration ("Set by plan") and there is no price. Choose Ad hoc for a lesson outside the plan.
  • Price - for a lesson with no plan. Trio fills it from your default rates for 30, 45, 60 and 90 minutes.
  • Virtual lesson - turn it on for an online lesson, and enter a Meeting URL that starts with https://
  • Add recurrence - make the lesson repeat

If the student has an unused makeup credit, Use Makeup Credit shows. A credit works on a one-time lesson only: when you also add recurrence, the credit stays unused and no message shows. Click Schedule Lesson to save.

Editing a lesson

Click a lesson and choose Edit Lesson to change the date, time, duration, location, room, price or online details. To change the student or the teacher, cancel the lesson and schedule a new one.

Rescheduling

Reschedule in two ways:

  1. Drag the lesson to a new slot in Day or Week view
  2. Edit the lesson and change the date or time

Both run conflict detection. When you drop a lesson, Trio checks the new slot before you confirm. A clash with another lesson of the same teacher, or a booked room, turns the move buttons off. A warning (for example, outside the teacher's availability) shows, and you can still move the lesson.

Dragging a recurring lesson asks whether to move This lesson only or This and future. This and future moves this lesson and every later scheduled lesson in the series to the new day and time; earlier lessons stay as they are. It works like Edit all future instances, so the lesson you drag can move only to a date before the series' next lesson (and after its previous one). After a This and future move, tell the family yourself. Trio sends them no notice for this change. This lesson only sends the family a reschedule notice.

When you change the start time in Edit Lesson, the family also gets a reschedule notice.

Cancelling a lesson

Open a lesson and choose Cancel Lesson. Pick a Reason (Student cancellation, Teacher cancellation, Weather, Illness or Other) and add notes if you want. When you are sick, pick Teacher cancellation: Trio then applies the teacher rules of your cancellation policy. Every other reason, Illness too, applies the student rules.

For an upcoming lesson, the dialog shows what the cancellation will do. The Issue makeup credit switch starts on or off to match your cancellation policy for the reason you pick, and you can change it. If you leave it as it is, Trio follows your policy when you confirm. A credit is worth the lesson price. It expires after the period in your policy, or after 90 days when you set the switch yourself. For a lesson with no price, the switch reads "Student can reschedule a free lesson".

The switch is hidden for a lesson in the past, for a package lesson (a package lesson never earns a makeup credit), for an unpaid lesson that a family booked and must pay for first, for This and all future lessons on a series, and when Trio cannot load the policy outcome.

The family gets a cancellation notice. An invoice that you already sent stays as it is. The exception is the unpaid invoice of a lesson that a family had to pay for first: Trio voids it. For a recurring lesson, the dialog also asks "This lesson only" or "This and all future lessons" (see Recurring lessons).

Restoring a lesson

A cancelled lesson stays on the calendar, faded. Turn on Show cancelled in View options to see it. Choose Restore Lesson in the details panel to set it back to scheduled.

Restore changes only the status: a makeup credit from the cancel stays with the student, a voided invoice stays void, the family gets no notice, and Trio runs no conflict check. Check the slot and tell the family yourself.

Conflict warnings

As you set the teacher, time, room or student, Trio checks for clashes and shows a banner. A "Conflict:" banner blocks the save. A "Warning:" banner lets you save.

  • "Conflict: Teacher is already teaching another lesson"
  • "Conflict: Room is already booked for another lesson"
  • "Warning: Student is already scheduled for another lesson"
  • "Warning: Teacher is not available at..." and the other availability warnings, when the time is outside the teacher's availability
  • "Warning: Teacher has a personal calendar event at this time", from the teacher's personal calendar

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